Legal Secretary/Notarial Assistant

About De Pinna:

De Pinna Notaries is a leading specialist Notarial practice with a history spanning 250 years. Located in the City of London and the West End, De Pinna has an enviable client portfolio comprising around a third of the FTSE 100, some of the largest multinational companies, and high net worth individuals.

Role: Notarial Assistant

Location: Southwest House, 11a Regent Street St. James’s, London SW1Y 4LR or 18 King William Street, London EC4N 7BP. This is a full-time office-based role (no remote/working from home).

Working Hours: Monday – Friday 9:30am – 5:30pm (with flexibility around these times to meet deadlines and requirements of the role).

The Role:

This is an exciting opportunity to join our fast-paced firm as a Legal Secretary/Notarial Assistant to provide administrative and clerical support to a Partner and other fee earners as required. You will be working in a very busy legal (notarial) environment which will involve the management of notarial files: liaising directly with clients, assisting in the notarisation of legal documentations, ensuring the CRM system is updated and billing is actioned.

Key Responsibilities:

1. Client interaction

• Provide excellent service to clients, both internal and external, in a timely and professional manner, presenting a positive image of the firm at all times.
• Effective administrate support through diary management, booking appointments, client liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.

2. Notarisation of documents

• Assist in drafting, preparing and reviewing of documents for notarisation, legalisation and/or translation.
• Manage the maintenance and tracking of all files.
• Prepare AML documentation and obtain relevant documentation from clients in a timely manner.
• Check all files are accurate and completed within the agreed deadlines.

3. File management

• Ensure all information is entered accurately and promptly in the CRM system.
• Maintain accurate records of all notarised documents and files in the CRM system.
• Ensure data is only retained as per firm guidelines.

4. Financial Management

• Understand and follow billing arrangements.
• Support notaries in billing on a daily or weekly basis.

5. Practice Management

• Comply with the Firm’s Policies and Procedures and adhering to professional standards.

Experience Required:

Essential

• Three or more years secretarial experience.
• Fully computer literate with good knowledge of various software packages e.g. MS Office.
• The right to work in the UK.

Desirable

• Working knowledge of Spanish.
• Practical experience of working in a legal office environment.
• Knowledge of Microsoft Dynamics 365.

Key Skills and Personal Attributes to include:

• Proven ability to perform effectively under sustained pressure, managing high workloads while consistently meeting deadlines.
• Strong organisational and time-management skills, with the ability to prioritise tasks efficiently.
• Exceptional attention to detail, ensuring accuracy and high-quality output.
• Excellent interpersonal skills, with the ability to build effective working relationships.
• Strong written and verbal communication skills in English (and other relevant languages).
• Receptive to feedback, with a proactive approach to continuous learning and development.
• Able to work both independently and collaboratively, demonstrating initiative and accountability.
• Strong commercial awareness and business acumen.